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Coordinator III-US
Ref No.: 18-18073
Location: Waltham, Massachusetts
Job Purpose:

To ensure the effective and compliant operation of the IT Commercial function through the support of the contract and commercial management of IT contracts, both managed service and individual supplier agreements across the Global IT organisation.

Support the contract management of contracts, both managed service and individual supplier agreements across the Global IT organisation ensuring that value for money is delivered from the vendors within the IT supplier landscape.

To provide contract management and commercial support to the IT Commercial team. Key accountabilities include assisting to implement and operate processes for the following:

• Contract mobilisation
• Contract administration eg. Central repository management
• Contract change management
• Contract dispute management
• Contract obligations analysis and tracking (extended supplier performance)
• Contract demobilisation eg. Demand Management support for sourcing decisions for programmes

Resource will need to understand and have experience of the contract management lifecycle and underlying processes and tools to ensure contract compliance and value creation/loss reduction. Such tools include the procurement to pay systems (SAP) utilised in large organisation to raise and manage purchase orders and invoices for externally supplied goods and services.

Preferably the individual will also have experience and knowledge of the IT industry and suppliers and vendor management.

The role is required to help implement and run a purchase order team to assist the Global IT organisation.

Qualifications and experience required:

• Educated to degree level in a relevant discipline or, or an equivalent combination of education, training, and experience.
• Experience of managing and providing business support and departmental governance in a complex business function.
• Good working knowledge of business office applications including MS Office (Excel, Word and Outlook), SharePoint and SAP.

Job Dimensions (e.g., number of direct reports, budget – please indicate if these are direct or indirect responsibilities):

Dimension Scope
Reports No direct reports but expected to manage and influence through the matrix. Indirect
Finance Supports management of IT spend. Direct
Business Relationships Maintains relationships with stakeholders across the client including Procurement, Shared Services and Finance. Direct
External Relationships Maintains relationships with supplier organisations to the client . Direct Internal (Global IT) Relationships Maintains relationships with stakeholders across the IT UK, IT US and Corporate teams together with internal Global Integration & Operations and Programme Delivery teams. Direct

SFIATMv5 – Primary skills required

Reference Skill Reference Level
SURE Supplier Relationship Management 3
ITCM Contract Management 3

Knowledge, skills and behaviours:

Knowledge Depth required Indicators / Behaviours
Flexibility Demonstrates Taking account of new information or changed circumstances and modifying understanding of a problem or situation accordingly.
Planning and Organisation Demonstrates Determining a course of action by breaking it down into smaller steps and by planning and resourcing each of these, making allowance for potential problems.
Decision Making Demonstrates Making decisions at the appropriate time, considering the needs of the situation, priorities, constraints and the availability of necessary information.
Interacting with People Demonstrates Establishing relationships and maintaining contacts with people from a variety of backgrounds. Effective and sensitive communicator in different societies and cultures.
Commercial Orientation Demonstrates Keeping commercial aspects continually in mind when taking actions or making decisions.
Teamwork Demonstrates Working co-operatively (rather than competitively) with others to achieve a common goal.
Analytical Thinking Demonstrates Acquiring a proper understanding of a problem or situation by breaking it down systematically into its component parts and identifying the relationships between these parts, selecting the appropriate method/tool to resolve the problem and reflecting on the result, such that learning is identified and absorbed.
Attention to Detail Demonstrates Applying quality standards to all tasks undertaken and ensuring that nothing is overlooked.
Contract Management Familiar with Methods and techniques for managing contracts to ensure that suppliers adhere to agreed contract requirements.
Function or Department Operations Proficient in The activities, structure, and position in the organisation of the functions or departments for which services are provided.
Service Delivery Economics Proficient in The economics of service delivery such as the cost of hardware, software, and Client used to deliver the service.

Key Accountabilities (please indicate if these are direct or indirect accountabilities):

Accountabilities and tasks
In relation to allocated suppliers, supports liaison between the client and those supplier organisations, supporting the relationship regarding the purchase orders and invoices, and enabling all communications to take place effectively and efficiently.
Ensures that the client is aware of the terms and conditions of contracts as appropriate and updates stakeholders on purchase order processing.
Collects and analyses quantitative and qualitative data to monitor performance. Delivers proper monitoring of the purchase orders and invoices and recommends actions to improve processes.
Contributes to regular meetings to review performance and progress with major/strategic suppliers.

Assists in the negotiation and resolution of contractual issues around the purchase order and invoicing process. Assists in the undertaking of financial evaluations and ensures that lessons learned from reviews are documented and promoted with colleagues, stakeholders, and the organisation.
Oversees and measures the fulfilment of obligations. Uses key performance indicators (KPIs) to monitor and challenge performance and identify opportunities for continuous improvement. Develops strategies to address under-performance and compliance failures.
Assists with the definition and operation of effective financial control and decision making processes, especially in the areas of service provision, projects and component cost models and the allocation and apportionment of all incurred IT costs.